Download - My Excel Project Tool
By Francis Hung
My Excel Project Tool
The Only Tool You Need to Plan Your Projects
Contents
• Why a new project tool• Key project management steps• Quick start view - planning• Project scheduling• What if….• Project cost estimate• Project tracking• Earned value and performance report
Using Excel to manage your projects effectively
Why another project tool?
• Most project tools are too complex• Difficult to learn, difficult to maintain• Not everyone can share the application• PMs don’t want to spend most of their time on the plan• Most Excel project tools are too basic…
Using Excel to manage your projects effectively
• Spend 2 weeks to learn• 1 year to be good at
x For the period ending: 5-13 5-24Total Budget: 5 Days/wk C
oTasks Est (Days) Start Finish L.O.E Actual Owner## ## ## ## ## ## ## ## ## ## ## ## ## ## ##
Module 1 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24x 1.1 Task 1 5-11 5-11 1 5-12 JYx 1.2 Task 2 5-12 5-13 1 5-12 JY
Sub Module 1.2
1.2.1 Task 2 5-14 5-15 1 FH1.2.2 Task 1 5-18 5-18 1 FH1.2.3 Task 1 5-19 5-19 1 SD
Module 22.1 Task 1 5-20 5-20 1 JY2.2 Task 1 5-21 5-21 1 JY2.3 Task 1 5-22 5-22 1 JY
$10,000
My Excel Project Tool
May-09
Objective: To provide the powerful and easy to use project planning tool
Basic ViewWBS and Gantt chart at a glance
x For the period ending: 5-13 5-24Total Budget: 5 Days/wk C
oTasks Est (Days) Start Finish L.O.E Actual Owner## ## ## ## ## ## ## ## ## ## ## ## ## ## ##
Module 1 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24x 1.1 Task 1 5-11 5-11 1 5-12 JYx 1.2 Task 2 5-12 5-13 1 5-12 JY
Sub Module 1.2
1.2.1 Task 2 5-14 5-15 1 FH1.2.2 Task 1 5-18 5-18 1 FH1.2.3 Task 1 5-19 5-19 1 SD
Module 22.1 Task 1 5-20 5-20 1 JY2.2 Task 1 5-21 5-21 1 JY2.3 Task 1 5-22 5-22 1 JY
$10,000
My Excel Project Tool
May-09
Objective: To provide the powerful and easy to use project planning tool
Basic View
Auto display Sat and Sun
Select your project based on 5, 6, or 7 day/week
New task auto jump pass the
weekend
Plan your start date on a specific date or link up with another
task Monitor your project on real time or for a specific date
Finish date is calculated based on the start date, effort
and L-O-E (level of effort)
Red means the amount of time behind the plan
Green means the amount of time ahead of plan
Mark x here means the task is complete and will
grey out the task line
Fully automatic graphical presentation
WBS (Work Breakdown Structure)
Level of Effort : 1=full time availability; 0.5 =50%
WBS and Gantt chart at a glance
What if?
Schedule•What happen to the schedule if I work 6 or 7 days a week?•Can I afford to take 1 week vacation during the project?•What if one of my team member can only work half a day each day?•If something did not happen as planned, what options do I have?•Can I force some tasks to start on a specific date?
Cost•How would 20% increase in contract rate impact my budget?•Can I get better cost if I out-source some of the tasks?•What is the impact on cost / schedule / risk if I change the logistic supplier?
Using Excel to explore your planning options
My Excel can let you play these ‘What if’ scenarios
Cost & Performance Monitorx For the period ending: 5-13 5-24 CPI = 0.6 SPI = 0.7 AC=$1,200
Total Budget: 5 Days/wk Total $1,754 $1,806 $3,560 $740 $1,000 CoTasks Est (Days) Start Finish L.O.E Actual Owner L rate Labor Material Task cost EV PV
## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ##Module 1 $630 $600 $1,230 $740 $740 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
x 1.1 Task 1 5-11 5-11 1 5-12 JY $80 $80 $500 $580 $580 $580x 1.2 Task 2 5-12 5-13 1 5-12 JY $80 $160 $0 $160 $160 $160
Sub Module 1.2
1.2.1 Task 2 5-14 5-15 1 FH $100 $200 $100 $300 $0 $01.2.2 Task 1 5-18 5-18 1 FH $100 $100 $0 $100 $0 $01.2.3 Task 1 5-19 5-19 1 SD $90 $90 $90 $0 $0
Module 2 $240 $20 $260 $0 $2602.1 Task 1 5-20 5-20 1 JY $80 $80 $0 $80 $0 $802.2 Task 1 5-21 5-21 1 JY $80 $80 $20 $100 $0 $1002.3 Task 1 5-22 5-22 1 JY $80 $80 $0 $80 $0 $80
Module 3 $320 $800 $1,120 $0 $03.1 Task 1 5-25 5-25 1 JY $80 $80 $200 $280 $0 $03.2 Task 1 5-26 5-26 1 SD $80 $80 $200 $2803.3 Task 1 5-27 5-27 1 SD $80 $80 $200 $2803.4 Task 1 5-28 5-28 1 JY $80 $80 $200 $280
Module 4 $480 $300 $780 $0 $04.1 Task 1 5-29 5-29 1 SD $80 $80 $50 $1304.2 Task 1 6-1 6-1 1 JY $80 $80 $50 $1304.3 Task 1 6-2 6-2 1 SD $80 $80 $50 $1304.4 Task 1 6-3 6-3 1 FH $80 $80 $50 $1304.5 Task 1 6-4 6-4 1 SD $80 $80 $50 $1304.6 Task 1 6-5 6-5 1 JY $80 $80 $50 $130
Contingency Reserve 10% $167 $172 $339
$10,000
My Excel Project Tool
May-09
Objective: To provide the powerful and easy to use project planning tool
Expanded ViewMonitor and control your project easily.
You can even add up to 5 ‘Task Dependencies’ to each task
Cost & Performance Monitorx For the period ending: 5-13 5-24 CPI = 0.6 SPI = 0.7 AC=$1,200
Total Budget: 5 Days/wk Total $1,754 $1,806 $3,560 $740 $1,000 CoTasks Est (Days) Start Finish L.O.E Actual Owner L rate Labor Material Task cost EV PV
## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ##Module 1 $630 $600 $1,230 $740 $740 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
x 1.1 Task 1 5-11 5-11 1 5-12 JY $80 $80 $500 $580 $580 $580x 1.2 Task 2 5-12 5-13 1 5-12 JY $80 $160 $0 $160 $160 $160
Sub Module 1.2
1.2.1 Task 2 5-14 5-15 1 FH $100 $200 $100 $300 $0 $01.2.2 Task 1 5-18 5-18 1 FH $100 $100 $0 $100 $0 $01.2.3 Task 1 5-19 5-19 1 SD $90 $90 $90 $0 $0
Module 2 $240 $20 $260 $0 $2602.1 Task 1 5-20 5-20 1 JY $80 $80 $0 $80 $0 $802.2 Task 1 5-21 5-21 1 JY $80 $80 $20 $100 $0 $1002.3 Task 1 5-22 5-22 1 JY $80 $80 $0 $80 $0 $80
Module 3 $320 $800 $1,120 $0 $03.1 Task 1 5-25 5-25 1 JY $80 $80 $200 $280 $0 $03.2 Task 1 5-26 5-26 1 SD $80 $80 $200 $2803.3 Task 1 5-27 5-27 1 SD $80 $80 $200 $2803.4 Task 1 5-28 5-28 1 JY $80 $80 $200 $280
Module 4 $480 $300 $780 $0 $04.1 Task 1 5-29 5-29 1 SD $80 $80 $50 $1304.2 Task 1 6-1 6-1 1 JY $80 $80 $50 $1304.3 Task 1 6-2 6-2 1 SD $80 $80 $50 $1304.4 Task 1 6-3 6-3 1 FH $80 $80 $50 $1304.5 Task 1 6-4 6-4 1 SD $80 $80 $50 $1304.6 Task 1 6-5 6-5 1 JY $80 $80 $50 $130
Contingency Reserve 10% $167 $172 $339
$10,000
My Excel Project Tool
May-09
Objective: To provide the powerful and easy to use project planning tool
Expanded View
Total Labor cost
Total material cost
Total project cost including reserve
Earned value based on
completed tasks
Planned value based on
scheduled tasks
Over budget is shown in red, based on the tolerance set
Cost Performance Index
Schedule Performance Index
Actual cost-to-date
Check x here to get results on any specified date
Uncheck x here will get project up-to-date data
Enter any date to get spending profile
Contingency reserved setting
Monitor and control your project easily.
You can even add up to 5 ‘Task Dependencies’ to each task
One click summaryOne click to get a consolidated view
Cost & Performance Monitorx For the period ending: 5-13 5-24 CPI = 0.8 SPI = 1.0 AC=$1,200
Total Budget: 5 Days/wk Total $1,754 $1,806 $3,560 $1,000 $1,000 CoTasks Est (Days) Start Finish L.O.E Actual Owner L rate Labor Material Task cost EV PV
x Module 1 7 5-11 5-19 5-12 $630 $600 $1,230 $740 $740
x Module 2 3 5-20 5-22 5-22 $240 $20 $260 $260 $260
Module 3 4 5-26 5-28 $320 $800 $1,120 $0 $0
Module 4 6 6-1 6-5 $480 $300 $780 $0 $0
Contingency Reserve 10% $167 $172 $339
$10,000
My Excel Project ToolObjective: To provide the powerful and easy to use project planning tool
Completed modules
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